Admin & Finance Officer

The Admin & Finance Officer plays a crucial role in managing the financial and administrative operations within an organization. This position involves overseeing financial reporting, budget management, payroll processing, and accounts payable and receivable functions. The officer ensures accuracy and compliance with accounting principles and financial controls. Proficiency with financial software such as SAP Financial Accounting, ERP systems, and QuickBooks enables efficient handling of financial transactions and reporting. In addition to finance duties, the role encompasses office administration tasks to support daily organizational operations. The ideal candidate possesses a bachelor's degree in Finance, Accounting, Commerce, Business Administration, or a related field, coupled with at least 3 to 4 years of practical experience, preferably in an NGO, INGO, humanitarian organization, or donor-funded project setting. Familiarity with donor-funded project financial requirements and strong skills in financial planning and cost control are highly valued. This role does not include team management but requires effective coordination with other departments to maintain smooth operational workflows.
Responsibilities

Administration

• Prepare and disseminate correspondence, documentation, reports, and other materials as required to support project teams and ensure effective implementation of project activities.

• Provide administrative support to project teams, including filing and record management, meeting arrangements, activity scheduling, procurement of office supplies, arrangement of refreshments, and other routine administrative tasks.

• Facilitate the planning and logistical arrangements for trainings, meetings, workshops, and other project events.

• In coordination with the Logistics Officer HO, maintain and monitor office supplies inventory by conducting regular stock checks, forecasting requirements, initiating and expediting supply orders, and verifying the receipt of supplies.

• Oversee office maintenance requirements and ensure that the office premises are clean, functional, safe, and properly maintained.

• Develop, implement, and regularly update administrative systems and procedures to improve efficiency and effectiveness.

• Supervise and monitor the performance of support staff to ensure the timely provision of supplies and resources required for them to perform their duties effectively.

• Perform any other duties and responsibilities assigned by the Line Manager or Senior Management.

Safeguarding & Code of Conduct

• Uphold and promote ORGANIZATION's Code of Conduct, safeguarding, and Protection from Sexual Exploitation and Abuse (PSEA) and child safeguarding policies.

• Foster a safe, respectful, and inclusive working environment and ensure all team members understand and comply with safeguarding obligations.

Finance

• Develop, implement, and ensure compliance with financial policies and procedures to promote operational efficiency and financial accountability.

• Monitor budget utilization and support effective budget planning, forecasting, and expenditure control.

• Maintain accurate and complete records, receipts, and supporting documentation for daily petty cash transactions and staff advances.

• Close Coordination with HO Finance for any finance related discussion.

• Facilitate field teams by processing and managing working advances in accordance with approved policies and procedures.

• Ensure financial records and accounting entries are accurate, complete, and updated on a timely basis to reflect all transactions and adjustments.

• Support and facilitate internal and external financial audits by providing accurate records, documentation, and required financial information.

Prepare and maintain financial advances record for timely adjustment for donor reports. Perform any other task related duties and responsibilities assigned by the Supervisor or Management.